Addy Notes 11/3/2016_Adding Comments and Attachments to a Requisition Page 1 of 15

Adding Comments and Attachments to an ePro Requisition This Addy Note will show you how to add both header and line comments to your requisition as well as show you how to attach a document. Comments assist in the flow of your requisition, result in a faster turnaround time, and are an essential part of the requisition process. Create a header comment when the comment pertains to the entire requisition; create a line comment when the comment pertains to a specific line. The same rule applies to attachments.

There are five commonly used, predefined comments:

Comment Type

Comment ID

Header or Line

Comment? Description

AST A001 Line Asset Required Information is required for all asset line items to identify the asset location, tag type, and estimated life.

DEP D001 Header Requester Information is required for all requisitions to identify the requester’s name, phone number, location, and department (except Travel-related requisitions).

DEP D004 Header Increase Blanket PO is required if a change is needed to an order after a requisition has been sourced to a PO.

DEP D005 Header or Line

Requisition Attachment is required when documents are attached to the requisition.

TVL T001 Header Travel Required Information is required for all travel-related requisitions.

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Follow the steps below to add a header comment to your requisition.

Step Action

1. When adding comments to a new requisition, add the comments on the Checkout - Review and Submit page after you’ve entered all your lines.

If you are adding comments to an existing requisition, use the Manage Requisitions

page to search for the requisition; from the displayed search results, select the Edit Requisition option from the dropdown list for the requisition you need to edit, and click the Go button.

• If the requisition’s status is “Open,” the 3. Review and Submit page displays.

• A warning message will display if you select a requisition for editing with a status of “Pending” approval or “Approved.” Editing a submitted requisition may require that you resubmit it through the workflow approval process. If

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Step Action

you receive a warning message, click the OK button, if applicable.

2. To add a standard header comment, click the Add more Comments and Attachments link.

3. Click the Use Standard Comments link.

4. Select the Comment Type lookup icon.

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5. Select the appropriate comment type from the search results.

6. Select the Comment ID lookup icon.

7. Select the appropriate comment ID.

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8. Click Search. Do not click OK.

Note: You do not need to add a description in the Description field.

9. Select the Comment.

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10. Now, you can choose between Append to Comments or Override Comments:

•Append to Comments. Adds the selected comment to existing comments. •Override Comments. Deletes all existing comments and replaces them with the selected comment. Since there are no existing comments, accept the default Override Comments.

11. Click OK.

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12. Click the Display Comment Modal Window icon to edit the comment. You can

also edit the comment by clicking the text-box and typing free-form.

13. Enter the appropriate information. Don’t forget to add your initials and date at the

bottom. 14. Click OK. 15. There are three different check boxes: Send to Supplier, Show at Receipt, and

Show at Voucher.

• Send to Vendor: By clicking this check box, the comment will display on the purchase order for the vendor to view.

• Show at Receipt: By clicking this check box, the comment will display for

the person/department performing the receiving.

• Show at Voucher: By clicking this check box, the comment will display for Accounts Payable.

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• Approval Justification: By clicking this check box, the comment will display on the Confirmation page as well as display for the approver.

The Approval Justification option is only available for the first header comment. Therefore, it is crucial that any comments the approver needs to see go in the first header comment.

If the box is not selected, the comment will only display as a header comment.

For this example, select the Approval Justification check box.

If you want to add an additional comment to an existing header comment, click the Use Standard Comments link.

16. To create a new, separate comment, click the Add (+) icon to add a new comment

row.

For this example, click the Add (+) icon.

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17. There are now two comment rows. You can click the Use Standard Comments link to add a comment.

For this example, click the Remove (-) icon to delete the second comment.

18. Click OK.

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19. On the Checkout - Review and Submit page that displays, click the Preview Approvals link.

20. The Confirmation page displays with the comment in the Justification section and a UCF Financials assigned requisition number.

21. Click the Check Budget button. The approval status changes from “Initiated” to “Pending.”

22. Verify the Budget Status is “Valid” and click the Submit button to complete your requisition and enter it into workflow.

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Follow the steps below to add a line comment to your requisition.

Step Action

1. When adding comments to a new requisition, add the comments on the Checkout - Review and Submit page after you’ve entered all your lines.

If you are adding comments to an existing requisition, use the Manage Requisitions

page to search for the requisition; from the displayed search results, select the Edit Requisition option from the dropdown list for the requisition you need to edit, and click the Go button.

• If the requisition’s status is “Open,” the 3. Review and Submit page displays.

• A warning message will display if you select a requisition for editing with a status of “Pending” approval or “Approved.” Editing a submitted requisition may require that you resubmit it through the workflow approval process. If you receive a warning message, click the OK button, if applicable.

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Step Action

2. Click the Line Comments icon for the line item.

3. Now, follow the same steps for creating a header comment. Click here to review steps 3-22 of adding header a comment.

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Follow the steps below to add an attachment to your requisition.

Step Action 1. When adding attachments to a new requisition, add the comments on the Checkout -

Review and Submit after you’ve entered all your lines.

If you are adding attachments to an existing requisition, use the Manage

Requisitions page to search for the requisition; from the displayed search results, select the Edit Requisition option from the dropdown list for the requisition you need to edit, and click the Go button.

• If the requisition’s status is “Open,” the 3. Review and Submit page displays.

• A warning message will display if you select a requisition for editing with a status of “Pending” approval or “Approved.” Editing a submitted requisition may require that you resubmit it through the workflow approval process. If you receive a warning message, click the OK button, if applicable.

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2. Click the Add more Comments and Attachments link.

3. Click Add Attachments.

4. Click Choose File. 5. Once you have selected the file you want to use, click Upload.

6. Click OK. 7. Click the Check Budget button.

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8. Verify the Budget Status is “Valid” and click the Save & Submit button to complete your requisition and enter it into workflow.